Sending Calendar Invites from Agent Workflows

With Harmony AI Agents, you can send calendar invites directly from custom agent workflows - no manual steps required. This lets you build fully automated onboarding, offboarding, scheduling, and any other people-workflow that needs to include a meeting invitation as part of the process.

The Send Calendar Invite action is available for both Google Calendar and Microsoft Outlook, and works alongside the rest of your workflow actions so you can combine it with approvals, notifications, data lookups, and more.

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Supported Integrations

The Send Calendar Invite action is available under two providers in the workflow builder:

• Google Workspace - sends invites via Google Calendar
• Outlook - sends invites via Microsoft Outlook Calendar

Make sure the relevant integration is connected in your Harmony settings before building a workflow that uses this action.

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Adding a Send Calendar Invite Action

To add a calendar invite step to a custom agent workflow:

1. Open the Agent Workflows section from the left navigation.
2. Create a new workflow or open an existing one.
3. In the workflow builder, click Add Action.
4. Select either Google Workspace or Outlook from the integration list.
5. Choose Send Calendar Invite from the available actions.
6. Configure the action fields described in the next section.
7. Save and publish your workflow.

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Configuring the Action

When you add a Send Calendar Invite action, you can configure the following fields:

Recipients

Choose who will receive the calendar invite. You have two options:

• Select employees from your HRIS - search for and select specific people directly from your connected HR system.
• Use workflow variables - reference a variable that resolves to one or more attendees at runtime, which is useful when the recipient depends on earlier steps in the workflow (for example, a newly hired employee or a manager assigned during an approval step).

For each recipient, you can specify which email address to use - their primary work email or their personal email - depending on what is available and appropriate for the event.

Event Details

Fill in the standard calendar event fields:

• Title - the name of the meeting as it will appear on the invite.
• Date and Time - the scheduled start time of the event. You can set this as a fixed value or bind it to a workflow variable so it resolves dynamically.
• Duration - how long the event will last.
• Description - optional notes or agenda items to include in the invite body.
• Location - optional physical or virtual location (for example, a conference room name or a video call link).

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Example Use Cases

• Automated onboarding - when a new hire workflow completes, automatically send a Day 1 orientation invite to the new employee and their manager.
• Offboarding exit interviews - trigger a calendar invite to HR and the departing employee as soon as an offboarding workflow is initiated.
• Recurring scheduling workflows - combine the Send Calendar Invite action with conditional logic to schedule check-ins based on tenure, performance cycles, or other HRIS data.

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Tips and Best Practices

• Use workflow variables for recipients and event times whenever the information is dynamic. This avoids hardcoding values and keeps your workflows flexible as your team changes.
• Test your workflow in a non-production environment before publishing to confirm that invites are sent to the correct recipients with the right details.
• If an integration connection expires or is disconnected, the workflow step will fail. Check the integration status in your Harmony settings regularly to avoid disruptions.
• You can combine the Send Calendar Invite action with other workflow actions - such as sending a Slack message or updating a field in your HRIS - to build end-to-end automated processes without any manual handoffs.